Administrative Assistant

Job summary

Coordinate branch administrative processes, respond to inquiries, prepare and manage correspondence and records, and maintain databases and case management information. Provide reception and office support, coordinate client transportation, assist with financial administration, and contribute to reporting and team activities.

Job details

Administrative Assistant for community services agency client, downtown Toronto office. Marberg Job Number: 2902.. Job Type: Temporary. Existing Vacancy: Yes. Initial Term: From October 13, 2026 to December 31, 2026, with possible extension. Compensation: $32.91 per hour. Regular Work Hours: Full-time standard hours of 9 am to 5 pm with 1 hour unpaid lunch break, Monday to Friday (35 work hours per week). Work Location: 100% onsite at client's downtown Toronto office. Responsibilities Summary: Coordinate and support branch program administrative processes, and handle inquiries from a broad range internal and external stakeholders. Serve as first point of contact by responding to telephone inquiries and directing calls appropriately. Prepare, edit, and format correspondence, reports, meeting minutes, schedules, and other documentation. Research and obtain original records from various sources as required. Maintain and update electronic and physical filing systems while ensuring confidentiality of sensitive information. Enter, update, and manage information within internal databases and case management systems. Assist with document preparation and tracking for client-related services and applications. Coordinate client transportation arrangements and maintain related records. Generate reports, maintain statistics, and support data management activities. Participate in team meetings and record meeting minutes as required. Provide administrative support including mail distribution, scanning, photocopying, scheduling, room bookings, and office supply management. Assist staff with technology and computer-related applications. Support financial administration activities, including payment requisitions, petty cash management, and related record keeping. Collaborate with team members and provide reception or clerical coverage when required. Contribute to a positive, respectful, and client-focused work environment. Qualifications: Education: Secondary School Diploma. Preferred Work Experience: At least 2+ years of recent administrative experience in a professional office environment. Preferred Sector Experience: Community services sector, public sector, or health care sector administration experience is an asset. Technical and Language Skills Requirements: Strong MS Office proficiency, including Word, Excel and Outlook (will be tested). Strong typing and data entry skills and attention to detail (will be tested). Strong English communication skills, both written and verbal, including satisfactory level business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested), and professional telephone manners. Fluency in a second language, preferably French, would be an asset (may be tested if applicable). Task -Based Qualifications and Additional Attributes: Punctual, responsible, and reliable. Demonstrated record of professional conduct and character. Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy. Pleasant and courteous. Demonstrated ability to work patiently with all stakeholders. Superior attention to detail, and organized, methodical approach to completion of tasks. Advanced organizational, coordinative and time management skills, with the ability to prioritize tasks effectively for self and others, meet tight deadlines and work well under pressure. Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity Additional Requirements: Must be legally entitled to work in Canada, providing satisfactory documentation upon request. Ability to work 100% onsite, abiding by organization health and safety policies. Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities. Provision of certification of AODA and OHSA online training course completion prior to assignment start. Satisfactory Background Checks, Technical Skills Evaluations, and Employment References. Application Notes: We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application. Please note our client is moving very quickly. We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted. Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range. Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com. Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message. No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters. Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

What you’ll do

Coordinate branch administrative processes, respond to inquiries, prepare and manage correspondence and records, and maintain databases and case management information. Provide reception and office support, coordinate client transportation, assist with financial administration, and contribute to reporting and team activities.

Requirements

A secondary school diploma and at least two years of recent administrative experience in a professional office are preferred; community services, public sector, or healthcare experience is an asset. Candidates need strong Microsoft Office, typing, data-entry, communication, organizational, and confidentiality skills, and must be able to work onsite and complete required training and background checks.

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• telephone communication · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Data Entry
• Typing
• Business Writing
• Proofreading
• Telephone Communication
• Records Management
• Database Management
• Case Management Systems
• Confidentiality
• Time Management
• Meeting Minutes
• Financial Administration

Job areas

• Administrative
• Customer Service & Support
• Social Services
• Government & Public Sector
• Finance & Accounting

More jobs from Marberg Staffing